Employment Manual

MANAGING ATTENDANCE POLICY AND PROCEDURE

This document applies to all County Council employees (although some aspects may differ for the Fire Service eg Reporting Procedure). The policy is advisory though recommended in schools where Governors/Heads are responsible for managing attendance.

MANAGING ATTENDANCE CONTENTS TABLE MANAGING ATTENDANCE....................................................................................... 2 INTRODUCTION ........................................................................................................ 3

STATEMENT OF FITNESS FOR WORK (FIT NOTE)............................................ 4 RESPONSIBILITIES................................................................................................... 4

DIRECTORS AND ASSISTANT DIRECTORS ....................................................... 4 ASSISTANT DIRECTOR - PEOPLE AND MODERNISATION ............................... 4 MANAGERS ........................................................................................................... 4 EMPLOYEES.......................................................................................................... 4

MINIMUM STANDARDS ............................................................................................ 4 SICKNESS ABSENCE REPORTING PROCEDURE FLOWCHART ...................... 6

FURTHER GUIDANCE ON SICKNESS RECORDING .............................................. 7 SICKNESS ABSENCE PROCEDURES.................................................................. 7

Return to Work Discussion .................................................................................. 7 Other Absences from Work ................................................................................. 7 Medical Appointments ......................................................................................... 7 Communication ................................................................................................... 8 Annual Leave Entitlement in Relation to Sickness Absence................................ 8 Abuse of Sickness Scheme................................................................................. 9 Management Referral.......................................................................................... 9 Capability Procedure ........................................................................................... 9 Sick Pay and Accidents ....................................................................................... 9

SHORT TERM PROCEDURE.................................................................................. 10 TRIGGER POINTS ............................................................................................... 10 STAGE 1: INFORMAL MEETING ......................................................................... 10

Outcomes of Informal Meeting .......................................................................... 11 STAGE 2: FORMAL MEETING............................................................................. 12

Outcomes of Formal Meeting ............................................................................ 12 STAGE 3: FORMAL MANAGING ATTENDANCE HEARING............................... 13

Outcomes of Formal Managing Attendance Hearing......................................... 14 STAGE 4: APPEALS ............................................................................................ 14

LONG TERM ABSENCE PROCEDURE .................................................................. 14 STAGE 1 - INFORMAL MEETING........................................................................ 14 STAGE 2: FORMAL MEETING............................................................................. 15 STAGE 3 FORMAL MANAGING ATTENDANCE HEARING ............................. 16

Outcomes of Formal Managing Attendance Hearing......................................... 17 STAGE 4: APPEALS ............................................................................................ 17 ACTION ON MEDICAL ADVICE........................................................................... 17

Fit to Return/Phased Return to Work ................................................................ 17 Sustaining the Return to Work........................................................................... 18 Reasonable Adjustments................................................................................... 18 Temporary Alternative Work within Department/Service ................................... 18 Medical Intervention .......................................................................................... 18 Unclear Prognosis/Further Review.................................................................... 19 Unfit to Return for a Prolonged Period............................................................... 19 Medical Redeployment ...................................................................................... 19 Permanently Unfit .............................................................................................. 19

LOCAL GOVERNMENT PENSION SCHEME (LGPS) ILL HEALTH RETIREMENT................................................................................................................................. 20

MEDICAL SUSPENSION...................................................................................... 20

DISABLED EMPLOYEES ..................................................................................... 21 Reasonable Adjustments................................................................................... 22 Disability Related Absences .............................................................................. 23 Disability Leave ................................................................................................. 23 Disability Related Sick Absence ........................................................................ 23 Terminal Illness ................................................................................................. 23

SUPPORT ORGANISATIONS FOR EMPLOYERS AND EMPLOYEES............... 24 LCC Employee Support and Counselling Service ............................................. 24 Shaw Trust ........................................................................................................ 24 Access to Work ................................................................................................. 24 Workstep ........................................................................................................... 24 Health Promotion and Wellbeing Events ........................................................... 24

FURTHER INFORMATION ...................................................................................... 24 APPENDIX 1 - SHORT TERM ABSENCE PROCEDURE FLOWCHART............. 26 APPENDIX 2 - LONG TERM ABSENCE PROCEDURE FLOWCHART............... 27 APPENDIX 3 MANAGERS GUIDELINES FOR MEDICAL REDEPLOYMENT . 28

INTRODUCTION The objective of this policy is to establish a simple and fair procedure for managing the attendance of Council employees and to ensure that there is information on the causes of sickness absence, levels, trends and problem areas to: contribute towards providing a healthy working environment enable effective management of attendance enable the County Council to provide reports as required identify work related causes of absence ensure that appropriate paid sick leave is available. This will take place through: ensuring that all employees understand and follow sickness reporting

arrangements conducting return to work discussions with employees after every episode of

absence considering 'reasonable adjustments' for employees (where applicable) monitoring absence records and taking action at the specific trigger points discussing work and family life balance Employees will be treated compassionately as well as fairly. Information received will be treated confidentially. The basis for management practice is prompt and relevant information about sickness levels, trends and problem areas. The information from sickness absence will be analysed by the Assistant Director - People and Modernisation on a quarterly basis to enable strategic planning for occupational health and health and safety. This policy is part of the Councils overall strategy on promoting the health and wellbeing of employees. The strategy is supported by various employment policies such as Special Leave, Flexible Working and Disability Leave and also Health

Promotion events, relevant health related staff benefits, all of the services provided by our Occupational Health, and the Employee Support and Counselling Service. Short term absence is normally identified as absence that has no underlying long term medical condition and is attributable to minor ailments. Often the employee will only be absent for a few days in each episode. In some cases a pattern can be identified which could be related to a disability or long term condition. However, absences that are medically certified or attributable to a disability or long-term medical condition can still be regarded as short term absences. Long term absence is normally identified as an absence from work with an underlying medical condition for one month (or more) and/or where there is no prospect of a return to work for the employee in the near future.

STATEMENT OF FITNESS FOR WORK (FIT NOTE) From 6th April 2010 GPs will no longer issue a Med 3 sickness certificate. They will now issue a Fit Note. In summary the GP will state whether the employee is either: 1) not fit for work or 2) fit for work with some adjustments.

RESPONSIBILITIES

DIRECTORS AND ASSISTA